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Data Migration

Velcom ERP > Data Migration

Data Migration, Training &
User Acceptance Testing (UAT)

Introduction

The Data Migration, Training & UAT phase represents the transition from system build to business readiness. It ensures that clean, validated data powers the new system, users are trained and confident, and the application is functionally verified for business operations. This phase focuses on three key success pillars – data integrity, user capability, and system validation – establishing readiness for Cutover and Go-Live.

Data Migration, Training & User Acceptance Testing (UAT)

Data Migration

  • Strategy & Scope
  • Cleansing & Validation
  • Mapping & Transformation
  • Mock & Final Load

Training

  • Strategy & Planning
  • Content Development
  • Delivery Execution
  • Measurement & Evalution

UAT

  • Plan & Scenario Design
  • Execution & Defect Management
  • Monitor & Report
  • Validation & Sign-off

Data migration ensures accurate, complete, and consistent data transfer from legacy systems to the new enterprise solution.
It forms the foundation for reporting accuracy, operational readiness, and business continuity during transformation.

Data Migration Strategy & Scope

  • Define Data Scope: Identify master, open, and historical datasets for migration.
  • ETL Planning: Develop Extract, Transform, Load (ETL) strategy with defined sequence and automation design.
  • Ownership & Governance: Assign data owners, define responsibilities, and establish migration checkpoints.
  • System Cut-off: Finalize freeze timelines for legacy systems to ensure data consistency during cutover.

Data Cleansing & Validation

  • Data Profiling: Detect duplicates, missing fields, and incorrect formats through profiling tools.
  • Business Validation: Validate tax codes, vendor status, GL consistency, and referential integrity.
  • SME Verification: Execute data cleansing and secure Subject Matter Expert (SME) approval.
  • Quality Tracking: Monitor cleansing progress using dashboards and exception reports.

Data Mapping & Transformation

  • Field Mapping: Map legacy fields to target system data models, including transformation logic.
  • Testing & Validation: Perform trial uploads and verify mapping accuracy with stakeholders.
  • Data Mapping Register: Maintain a centralized mapping document with full audit trail.

Mock Loads & Reconciliation

  • Trial Runs: Execute multiple mock loads to test performance, accuracy, and completeness.
  • Reconciliation: Compare record counts, balances, and key metrics between legacy and target systems.
  • Lessons Learned: Document issues, resolutions, and improvement actions for final migration.

Final Migration & Go-Live Verification

  • Controlled Execution: Perform final data load under formal cutover and change management control.
  • Production Validation: Validate and reconcile data in live environment post-migration.
  • Business Sign-off: Obtain formal acceptance from process owners and archive all migration logs.

Training ensures users gain the necessary knowledge and confidence to operate the enterprise solution effectively across functions.
It drives adoption, user readiness, and sustained operational excellence.

Training Strategy & Planning

  • Define Training Objectives: Establish goals for user role proficiency and operational readiness.
  • Identify User Groups: Segment trainees as Core Users, End Users, and IT Support.
  • Training Schedule: Align training sessions with UAT and Go-Live milestones.
  • Ownership & Governance: Assign responsibilities to trainers, PMO, and HR monitors for execution and tracking.

Training Content Development

  • Function-Specific Materials: Prepare customized content for ERP, CRM, SCM, HCM, and Analytics functions.
  • Learning Assets: Develop SOPs, User Manuals, Quick Reference Guides, and Video Tutorials.
  • LMS Integration: Upload all learning materials into the Learning Management System (LMS) for self-paced access.

Training Delivery

  • Multi-Mode Delivery: Conduct classroom, virtual, and e-learning sessions for broader accessibility.
  • Hands-On Practice: Utilize sandbox environments with realistic data for simulation-based learning.
  • Interactive Learning: Facilitate scenario-based sessions and user interaction for practical understanding.

Measurement & Evaluation

  • Assessments: Conduct pre- and post-training evaluations to measure knowledge improvement.
  • Readiness KPIs: Track training completion, competency levels, and overall user readiness metrics.
  • Effectiveness Reports: Generate module-wise training effectiveness and adoption reports.

Post-Training Support & Adoption Tracking

  • Support Mechanisms: Establish helpdesk and self-service portals for post-training user assistance.
  • Adoption Monitoring: Track KPIs such as system usage, transaction accuracy, and support ticket volumes.
  • Continuous Learning: Conduct refresher sessions to maintain skill retention and ongoing adoption.

UAT validates the business functionality and ensures the system operates as intended under real-world conditions.

UAT Planning

  • Define Scope & Objectives: Establish test boundaries, goals, and entry/exit criteria for UAT.
  • UAT Master Plan: Prepare comprehensive plans including test environments, participants, and timelines.
  • Defect Workflow: Set up escalation procedures and resolution SLAs for efficient defect management.

Test Scenario Design

  • End-to-End Scenarios: Develop business process scenarios across ERP, CRM, SCM, HCM, and Analytics functions.
  • Expected Results: Define clear acceptance criteria for each scenario.
  • Documentation: Maintain detailed test scripts and evidence records for traceability.

UAT Execution & Defect Management

  • Test Execution: Run test cases in UAT environments and capture screenshots as evidence.
  • Defect Logging: Record defects in a tracker (e.g., Asana, Jira, ServiceNow) with severity classification.
  • Resolution Tracking: Monitor defect fixes, retesting approvals, and closure status.

Monitoring & Reporting

  • UAT Dashboards: Maintain daily dashboards showing test progress, open/closed defects, and pass/fail rates.
  • Progress Reviews: Conduct weekly review meetings with PMO to monitor status and address blockers.

Business Validation & Sign-Off

  • Final Review: Conduct closure sessions to confirm that all business scenarios meet requirements.
  • Approvals: Obtain sign-off from business owners and Steering Committee for go-live readiness.
  • UAT Summary Report: Publish a comprehensive report detailing test outcomes, defects, and readiness confirmation.

Outcome

By the end of this phase:

  • Data is cleansed, reconciled, and successfully migrated.
  • Users are trained, certified, and confident in system use.
  • System is validated for functionality, performance, and compliance.
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